Sending Harvest Emails
Tell each grower exactly what to harvest, pack, and bring for this ordering cycle
What Harvest Emails Are
A harvest email is each grower's packing list for the current ordering cycle. One click sends a personalized email to every grower in your market, so nobody has to log in to find out what to bring to the pickup table. Each grower's email includes:
- Harvest totals — every product customers ordered from them, with the total quantity to harvest or prepare
- Order-by-order detail — each customer's name and items, including any comments the customer left on an item ("smaller bunch please")
- Earnings — what the grower will be paid for each item at their grower price (the listed price minus any surcharge, less that grower's percentage), plus a sales total, their current account balance, and the total due
- Your custom message — whatever you've written in the "Harvest Notification" template, if you've customized it (see Email Templates)
Who Receives Them
- Every active, approved grower in your market gets one — including growers with no orders this cycle. That's deliberate: a "nothing this week" email tells them ordering closed and they're off the hook, instead of leaving them wondering.
- The email goes to every active account linked to the grower. If a grower is run by two people with separate logins, both receive it — but a deactivated login is skipped.
- A grower with no linked account is skipped — there's no address to send to. You can check a grower's linked accounts from the Grower Management section.
- You can get copies too. In your Market Manager dashboard, expand "Email Settings & Templates," open the "Notification Preferences" tab, and make sure "Harvest Notifications" is on under Manager Email Notifications (it is by default). You'll receive a copy of each grower's email.
When to Send
Send harvest emails after you close ordering. The email is a snapshot of the orders at the moment you click — if ordering is still open, customers can keep adding and removing items, and the lists growers receive will quickly stop matching the final orders.
A typical end-of-cycle sequence:
- Close ordering (see Opening & Closing the Market)
- Review the final orders and fix anything obviously wrong
- Send harvest emails
- Generate your packing reports and labels
How to Send
From the Quick Actions Bar
- Log in as a manager and open your admin dashboard (
/admin) - Click the "Market Manager" tab
- Find "Send Harvest Emails" in the Quick Actions bar and click it once
The same button also lives under Market Operations → Harvest Communications, if you have Quick Actions customized.
You'll see "Harvest emails have been queued for sending!" — that means the emails are on their way: each grower's email is being built and sent in the background. With many growers this takes a few minutes; you don't need to stay on the page.
Automatically, on a Schedule
If your market runs on a fixed weekly rhythm, you can have harvest emails sent automatically at a set time each week — for example, every Friday at 6:00 PM, right after your automated ordering close. See Automated Ordering Cycle Scheduling.
Resending to a Single Grower
To resend one grower's harvest list — after fixing an order, or because they can't find
the original — open the Harvest page (Market Operations → Harvest, or /orders/harvest/0), select the grower, and use "Send a harvest notification to this grower." You'll be asked for a short
note; it appears in the email so the grower knows why they're getting a second copy.
Troubleshooting
"Your session has expired. Please sign in again to send emails."
Your login timed out — sessions expire after a while, and it happens to everyone. Sign back in, return to the dashboard, and click the button again — nothing was sent, so you're not duplicating anything.
"The email queue is unavailable right now."
The behind-the-scenes system that sends the emails couldn't take the job just now, so no emails went out. Wait a few minutes and try again. If it keeps happening, contact [email protected].
One grower says they never got theirs
- Check that the grower is active and approved in Grower Management
- Check that they have an active linked account with a working email address — growers without one, or with only deactivated logins, are skipped
- Ask them to check their spam or promotions folder
- Resend just their list from the Harvest page (with a note), rather than re-emailing everyone
Growers report wrong quantities
The email reflects orders as they stood when you clicked send. If orders changed afterward, resend — either the affected grower's individual notification or the full "Send Harvest Emails" run.
Related Guides
- Daily Operations — where harvest emails fit in your weekly rhythm
- Email Templates — customize the message that opens each harvest email
- Automated Scheduling — send them on a schedule instead of by hand
- Reports — packing reports and harvest labels to go with the emails